300.11 New Employee Training Checklist Overview

Administration Revised 2/1/2021

Replaces version dated 8/20/2020

Page 1 Iowa Department of Public Health/WIC SERVICES Policy and Procedure Manual

300.11

New Employee Training Checklist

Overview

Introduction

New employees hired by local WIC agencies must learn many tasks before they can work

independently. This policy provides a standard training checklist for all new employees to

facilitate consistent training. The checklist identifies core tasks. However, it is not intended to

use in documenting the cross-training between positions that happens over time.

Policy

The WIC Coordinator should periodically review the checklist with the on-the-job training coach

and new employee until it is completed. The checklist should be completed within a reasonable

period of time.

Format

The checklist includes a column titled Discussed/Observed for each task. When a task has been

discussed or observed, the trainer should initial the appropriate column. Policy references are

included throughout the checklist.

Note: Some topics are covered through the NETC modules, however discussion with the coach

is still important.

Completing the Checklist

The table below provides general guidelines for completing the checklist.

Step Action

1 Complete the first page.

2 Prioritize the training tasks to address first based on clinic

schedules, primary task assignments, and other factors.

3 Initial each task as it is discussed and observed.

4 Write N/A (for not applicable) in the columns for any tasks that the

new employee will not be assigned.

5 File the checklist and document completion in the data system.

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New Employee Training Checklist

Name:

Position:

Start date:

NETC date:

OJT coach:

Overview

Tasks to be completed before completing Level 1 of the WIC New Employee Training Course.

See Policy 300.10 for more information.

Step Activity Data Completed

1 WIC Coordinator requests data system access from state WIC

office (330.10)

2 Complete local agency orientation (300.10)

3 Record training and continuing education on training and

education record (300.10a) in the data system

4 Observe one family unit during a certification appt.

5 Observe and work alongside a co-worker for one clinic

Note: Local agency staff must be provided complete training in the data system before they are

granted security rights to the production system.

Communication

Discussed Observed

Policy and Procedure Manuals

Protocol when calling the state WIC office (L/A policy)

● WIC HelpDesk

● (800) 532-1579

● [email protected]

Friday Facts weekly newsletter (420.05 and samples)

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Clinic Set-Up

Clinic Setting

Discussed Observed

Confidentiality

● Clinic set-up (380.60)

● Position of computer screens (380.60)

● Conversations and phone calls

● Participant information

● Security access

Nondiscrimination policy, statement and poster (320.70)

And Justice for All poster (320.40)

Clinic ID signs on outside door

No smoking sign (300.20)

Clinic flow (L/A policy)

Promotes and supports breastfeeding (380.60)

Customer service expectations (L/A policy and orientation)

Data System Overview

Discussed Observed

Set up computers & printer/scanner

Set up eWIC card readers and signature pads

Set up work area for clinic, etc. (L/A policy)

Security access for: WIC Coordinator, CPA Admin, CPA, Non-

CPA-Professional, Support Staff Admin, Support Staff, Scheduler

Only, LA Reports Only, View Only, Breastfeeding Peer Counselor

Two-factor authentication and passwords

Log into data system training environment

Navigating the data system and File menu

Physical security of computers, printer/scanner, and food instruments

Computer and printer/scanner care and maintenance

E-signature

WIC Helpdesk

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Clinic Set-Up, Continued

Data System Fundamentals

Discussed Observed

Simple search vs. Advance search with wildcard (%)

Navigation features (e.g., tabs, radio buttons, check boxes, drop down

lists, record selector, calendar dates, new vs. edit, copy, cut, paste,

etc.)

Alerts and comments

Required fields

Best practices and non-required fields

Family ID and participant ID

Record dates

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Clinic Services

Appointments

Discussed Observed

Information to give those making appointments (215.20)

● What participants need to bring with them

● Appointment notices

● Special arrangements needed

10/20 day scheduling requirement (215.20)

Length of certification periods (when to recertify) (215.06)

Follow-up on pregnant women who miss their WIC appointment

(215.23)

Late arrivals and walk-ins (L/A policy)

Clinic closings policy (L/A policy)

Scheduling return appointments (215.20)

Scheduler

Discussed Observed

Select clinic

New appointment (215.20, 215.75, 240.30)

● Certification

● Nutrition education

● Nutrition class

● Health update

● Non-WIC appointment

Schedule, reschedule, cancel, move appointments

Refresh appointments

Recent family

Income guidelines

Print an appointment notice

Copy appointments

Marking status of appointments

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Clinic Services, Continued

Family

Discussed Observed

New family members

Participant, parent/guardian, proxy

Processing Standards

Mailing and physical address

VOC (transfer family to and from other clinics)

● Responding to requests for participant information when

a participant moves to another state

● Incoming out-of-state transfers

● Incoming in-state transfers

● Providing VOC information to participants planning to move

Add a foster child

FI issuance

Contact/Address

Transfer family

Retrieve participant

Organization of names

● Primary parent/guardian

● Secondary parent/guardian

● Active participant

● Non-active participant

● Proxies

New Member/Proxy hyperlink

Enrollment information/dual enrollment

New participant type pop-up/Participant type history

Alias hyperlink

Notations on screen: FM, Foster, L, HR, VOC, Prov, BP

Referred to WIC by

Mother’s education level

FI Issuance

Output language

Eligibility

Discussed Observed

Participant type and certification periods (215.06)

● Serving applicants who live in another service area

● Address (not legal status)

Income guidelines

Adjunctive eligibility (215.42)

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Voter registration (245.90)

Identity (220.10)

Discussed Observed

Proof of identity

● Acceptable forms of identity

● Exceptions to policy

Physically seen at certification (215.15)

Income (215.40)

Discussed Observed

Household or family size

● Definition of a household

● Pregnant women and household size

● Definition of homeless status (390.30)

● Reported changes in household members

Adjunctive eligibility

● What it is and why

● Acceptable forms of proof

● Follow-up requirements

● Reported changes in program participation

Proof of income

● What is counted and what is not

● Acceptable forms of proof

● Exceptions to policy

● Current income guidelines (215.39)

● Reported changes of income

● Income family and foster children

● Follow-up requirements

Print notice of ineligibility (215.08)

Address (215.50)

Discussed Observed

Acceptable forms of proof

Exceptions to policy

Definition of homeless (390.30)

Definition of migrant status (390.10)

Definition of refugee status (390.20)

Follow-up requirements

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Clinic Services, Continued

Other Issues

Discussed Observed

Voter Registration (245.90)

● Who to give form to

● Filing forms/retention requirements

Participant violations overview (225.80)

Participant transfers (VOC) (220.20)

Physical presence requirement (215.15)

Affidavit reasons

Print signed Statement for Identity, Address and Income

Scanning documents

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Health and Nutrition Assessment

Health and Nutrition

Discussed Observed

Pregnancy and postpartum data

● Autofill EDD or LMP

● Link to infant

Breastfeeding

● Feeding history of the infant

● Link to mother

● Issue breast pump

Blood

● Referral data

● Trend graph

● Deferred results

● Normal results

● Lead level measurement

Anthro

● Referral data

● Birth measurements for children less than 2 years of age

● Chart list (print a growth chart)

● Growth charts age-adjusted for prematurity

● Flexible weight controls

● Weeks gestation

● Inaccurate reasons

Nutrition Interview

● Participant centered

● Use of the starters/prompts

● Print Release of Information form

Risk

● Auto-assigned nutrition risks

● Manually assign nutrition risks

● Manually assigning someone as high risk

Referrals

● Print Referral from the WIC Program form

Nutrition Education

● Completed nutrition education

● Planned nutrition education

● Copy completed nutrition education topics for family members

● WICHealth.org

Care Plan

● High risk participants require complete SOAP note

● Print a care plan

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Health and Nutrition Assessment, Continued

Measurements (215.71)

Discussed Observed

Using referral data for height and weight

Weight measurements

Recumbent length measurements

Standing height measurements

Growth charts

Explain pediatric growth charts

Explain a pregnancy weight gain chart

Health and nutrition history cards

Blood Tests (215.72)

Discussed Observed

Puncture resistant container for lancets (360.65)

Gloves (360.65)

Regular hand washing (360.65)

Use of non-invasive pulse co-oximeter (Policy 215.72)

Blood drawing technique for hemoglobin

HemoCue control sample and log

Close cuvette container after each use

Explain results of blood test

Blood testing schedule

Documenting on Hemoglobin log sheet

Using referral data

History of lead screening for all participant categories

● Referrals for infants and children screened

Nutrition Assessment (215.80)

Discussed Observed

Infant nutrition interview

Child’s nutrition interview

Women’s nutrition interview

Dietary nutrition risks (215.61)

● Medical nutrition risks

● Dietary risks

● Auto-assigned vs. manual

● High risk conditions

Care plans for high-risk participants (215.83, 240.50))

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Health and Nutrition Assessment, Continued

Other Issues

Discussed Observed

Care plans for high-risk participants (215.83) NETC

Water testing for bacteria and nitrates (245.80)

Fluoride status of household water supply (240.90)

Time studies for nutrition education reporting (315.43)

Immunization status of infants and children (245.30)

Substance use and abuse (245.65)

● Written information to all pregnant women

● List of available treatment centers and programs

BF PC Documentation (if applicable)

Final Eligibility Determination/Certification

Discussed Observed

Certification end date

Categorical eligibility end date

Troubleshooting unsuccessful certification

Violations

Termination

Reinstate

Applicant Rights and Responsibilities (215.95) and use of the

Signature Pad

Print Notice of Termination (215.30)

Print Notice of Violation

Print Notice of Ineligibility (215.08)

Role and signature of Competent Professional Authority (CPA)

(310.08)

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Referrals

Process

Discussed Observed

Referral from the WIC Program form (245.20)

Request for Information form

Referral agencies (L/A)

Follow-up on referrals (L/A)

Participant/Family Referrals

Sharing of WIC data (245.05)

Examples

Discussed Observed

Health Services Application (245.16)

hawk-i Application (245.10)

Medicaid guidelines (in the hawk-i application) (245.10)

Maternal Health (245.15)

Child Health (245.15)

Family Planning (245.25)

Public health nursing (245.50)

Early ACCESS

Immunizations (245.30)

Blood lead levels (245.70)

EFNEP and FNP

Head Start and Early Head Start

Oral health (240.90)

Tobacco cessation

Other community resources (L/A policy)

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Participant Education

Nutrition

Discussed Observed

Initial contacts at certification (240.50)

High-risk second contacts (240.55)

Low-risk second contacts (240.55)

Exit contacts for postpartum women (240.55)

Scheduling second ed contacts (240.50)

Documenting second ed contacts (240.60)

Print materials (nutrition education, breastfeeding, outreach, and

program forms) and how to order (340.15)

Breastfeeding

Discussed Observed

Issuing breast pumps and other equipment (240.85)

Breastfeeding teaching resources

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WIC Foods

Food Instruments

Discussed Observed

Food Package

● Model food packages

● Categories/Subcategories

● Add/remove food

● Tailor food packages

Special formula documentation

Issuing a PAN and eWIC card

Participant PIN selection

Deactivating eWIC cards

Issuing benefits to the eWIC card

Capturing a signature using the Signature Pad

Calendar Month

Proration of Food Benefits

Proxy policy (225.70)

● Form or required information

● Documenting in data system

Reissuing benefits as a result of a food package change

Audit Trail

Mailing food instruments (225.85)

Missed FI pick-up policy (L/A policy)

Lost/stolen food instruments (225.65)

Supply and security of WIC FIs

Use of the Participant Customer Service IVR or web portal

Food Packages (235.10)

Discussed Observed

Approved foods for each participant category

Maximum amount of formula

Substitutions in food items

Coupons with WIC benefits

Special offers: extra ounces; buy 1, get 1 free

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WIC Foods, Continued

Formulas

Discussed Observed

Current contract infant formulas (235.35)

Exceptions for non-contract infant formulas (235.55)

Approved special formulas (235.55)

Formula warehouse process (235.53)

Locating a special purpose vendor

Documentation for Medicaid regarding special formulas (235.30)

Returned formula (235.65)

Other Issues

Discussed Observed

New participant education (215.85)

Describe how to use eWIC card

(Participant brochure)

Approved vendors in the service area (L/A list)

Physical security of FIs (330.10)

Ordering eWIC cards (330.20)

Farmers’ Market Nutrition Program

Reminder: Return completed checklist to your WIC Coordinator for filing.

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Documents

300.11 New Employee Training Checklist Overview